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Executive Assistant & Legislative Coordinator

Job Type: 
Administrative Support
Organization: 
Town of Edson
Competition Number: 
EDSOM-202102
Job Description : 

Wanted: Resident Expert

…in the role of Executive Assistant & Legislative Coordinator

The Job

We seek a competent, effective and highly engaged person to serve as our next Executive Assistant & Legislative Coordinator.

In addition to providing a high level of administrative support to our Chief Administrative Officer (booking meetings, arranging itineraries, preparing correspondence, taking minutes, facilitating events, directing public enquiries, etc.), this person is our resident expert in all legislative matters pertaining to Town business. This person will:

  • Facilitate all administrative matters pertaining to Council and Committee of the Whole Meetings,
  • Act as the Subdivision & Development Appeal Board Clerk,
  • Field and direct a steady stream of enquiries from both Mayor and Council,
  • Respond to public inquiries relating to general executive and legislative assistance matters,
  • Provide assistance in the development of bylaws and policies pertaining to the Executive Office,
  • Maintain the master registry of Bylaw Index and all Bylaw backup information,
  • Act as Returning Officer in connection with elections and plebiscites,
  • Serve as a Commissioner for Oaths (or have the ability to obtain your Commissioner for Oaths),
  • Prepare memos and letters,
  • Act as the FOIP Coordinator, and
  • Act as Coordinator for municipal census,
  • Oversee the Town’s records management program.

Ball-droppers, daydreamers and procrastinators, stop reading here! We’re sure there are plenty of amazing opportunities out there for you, this just isn’t one of them. This position demands a grinder, a fast-paced, highly organized go-getter who can maintain a positive, upbeat attitude even while under tremendous pressure. Why? Because the entire organization relies on them, starting with our Chief Administrative Officer.

Are you the person we’re looking for? If so, you may be asking why you should join us. Great question!

Let’s start with our workplace culture

Our culture is driven by our unrelenting, Unapologetic, unmitigated commitment to the residents of Edson. We want to make a difference with the provision of excellent service and first-rate public stewardship. This passion has not led us to be your run-of-the-mill public bureaucracy. On the contrary, it has given us an entrepreneurial spirit and an environment that increasingly fosters open dialogue, evidence-based decision-making, team thinking, a marathon mentality, AND a healthy risk-tolerance

Because of this, we’re committed to creating the kind of workplace where the ideas you contribute are assessed on their merits, not your status in the bureaucratic pecking order. We want this to be the kind of place where you’re judged by the quality of your contributions, not your ability to look busier than the person sitting next to you. We want you to feel free to create, to improve, to innovate and to contribute meaningfully.

Have we ‘arrived’ at this destination? Nope, but we’re getting there. We hope you can help us do so.

Now let’s talk compensation

In addition to a competitive wage package, excellent benefits, and an awesome pension plan, we have a vacation package that proves how different we really are. How does 6 weeks vacation a year sound to you?

We think vacation is something you need to perform your job more effectively. Because study after study clearly demonstates that employee productivity increases when you increase time off; and we’re just crazy enough to follow the science. Because “everyone else is doing it” isn’t a good enough reason for us. 

What do you bring to the job?

You also hold a post-secondary diploma or degree in office administration and/or public administration or, better yet, an education in something related to the legal field (Legal Assistant diploma, for example). You also have 3-5 years of demonstrated progressive experience being an awesome administrator with a legendary reputation. You are also a master crafter of letters, capable of succinct, crisp professional writing.

JOB DESCRIPTION

General

Under the direction of the Chief Administrative Officer (CAO), the Executive Assistant & Legislative Coordinator is responsible to provide administrative support to the CAO, Mayor and Council and legislative services to the organization. Political sensitivity, conscientiousness and professionalism are fundamental in delivering exceptional service to both internal and external stakeholders.

Primary Responsibilities and Authority

  • Provide administrative support to the CAO and Council including maintaining calendars and itineraries.
  • Draft correspondence and documentation for signature by the CAO or Mayor.
  • Act as recording secretary for Council and Committee of the Whole
  • Prepare and distribute Council and Committee of the Whole Agendas
  • Act as recording secretary for Subdivision and Development Appeal Board; prepare agenda packages; draft and distribute decisions.
  • Respond to public inquiries relating to general executive and legislative assistance matters.
  • Prepare executive and legislative correspondence, reports and other related material as required.
  • Provide assistance in the development of bylaws and policies pertaining to the Executive Office.
  • Maintain master registry of Bylaw Index and all Bylaw backup information.
  • Make travel arrangements including reservations and scheduling of conferences, workshops, meetings and trips for the CAO and Council as required.
  • Organize, coordinate and facilitate events for Council or the CAO.
  • Act as Returning Officer in connection with elections and plebiscites.
  • Commissioner of Oaths for Municipal documentation as required.
  • Act as Coordinator for municipal census.

Financial and Budgetary

  • Assist with preparation of department annual operating budget that work towards the municipality’s strategic priorities.
  • In alignment with the Purchasing Policy, prepare Purchase Orders as required.

Health and Safety

  • Comply with all Town policies, work procedures, rules, safety instructions and relevant directives in the Alberta Occupational Health and Safety Act, Regulation and Code.
  • Promote health and safety initiatives within the Department.
  • Comply with roles and responsibilities as outlined in the AB Occupational Health and Safety Act.
  • Participate in workplace safety initiatives including conducting/participating in formal and informal worksite safety inspections and audits.
  • Report all incidents, including near misses to appropriate personnel.

Required Skills

  • Ability to interpret and utilize relevant Bylaws and the Province of Alberta Municipal Government Act.
  • Demonstrates proficiency and reliability in planning, organizing and carrying out multi-task projects.
  • Highly developed interpersonal, verbal and written communication skills with the ability to provide technical and analytical reports appropriate for varied audiences.
  • Strong working knowledge of the MS Office suite.
  • Exhibit a high degree of personal initiative, integrity, professionalism and accuracy.
  • Ability to deal with staff, governments and the public in a courteous, diplomatic and tactful manner.
  • Knowledge of parliamentary procedures would be considered an asset.

Required Education and Experience

  • Post-secondary diploma or degree in office administration and/or public administration or related field.
  • Three to five years of related experience preferably in a municipal setting.

Salary Range: $72,500 - $82,500

Closing Date: 
June 30, 2021
Application Return: 

How do you apply?

If you’re as good as you think you are, you’ll figure it out. Just kidding. Send us a resume and a cover letter. In that cover letter, please tell us who you are, what you value, and why you want to work in an organization like ours. (Please keep it to one page)! https://www.edson

If we consider your application, you’ll need to be prepared for a rigorous process that includes at least two interviews, a tour of our facilities, a thorough background check and a challenging homework assignment.

Please send your cover letter and resume to:

Email:  humanresources@edson.ca

Visit our website at:  www.edson.ca/jobs  

Be sure to quote Competition Number: EDSOM-202102

PS. We’re looking to fill this role ASAP, so don’t delay.

https://www.edson.ca/town/employment